What are the responsibilities and job description for the Family Travel Personal Assistant | Calendar Guru position at DM Estate Staffing?
Overview
Family Travel Assistant | Calendaring Guru!
Location: Remote and hybrid, must live within one hour of San Mateo, CA
Compensation: Up to $120,000 per year to start, with potential to grow
Benefits: Full medical, dental, and vision insurance, 401(k) with 3% employer match
Schedule: Primarily remote with occasional in-person meetings as needed.
A returning client based in San Mateo, CA, is seeking a highly organized Family Travel Assistant to manage complex travel logistics, personal scheduling, and daily coordination. The role requires exceptional attention to detail, clear communication, and a proactive approach to supporting a busy family that travels frequently by both private and commercial flights. The position is mostly remote, but the candidate must be within driving distance for occasional in-person meetings.
Key Responsibilities
- Coordinate all domestic and international travel, including flights, ground transportation, accommodations, and itineraries
- When Principals are traveling, be on the same time zone in case any of their needs should arise
- Prepare homes and properties before family visits, occasionally traveling in advance as needed
- Manage complex calendars and coordinate personal appointments
- Work closely with the family’s business executive assistants to ensure seamless alignment between personal and professional calendars
- Handle visa applications, travel documentation, and time zone coordination for family trips
- Research and book dining, wellness, and leisure activities during travel
- Anticipate needs, confirm all details, and triple-check arrangements to prevent oversights
- Maintain clear, consistent communication with principals and team members
- Reports directly to Principals and Estate Manager
Ideal Candidate | Qualifications
- Based within one hour of San Mateo, CA
- Legally authorized to work in the US
- A minimum of 3-5 years of experience supporting luxury travel coordination in a travel assistant, personal assistant, or executive assistant role
- Highly organized and detail-oriented with strong calendar management skills
- Professional, polished, and an excellent communicator
- Experience supporting private families, executives, or high-net-worth individuals
- Background in luxury travel coordination strongly preferred
- Able to work independently while maintaining strong communication and follow-through
- Calm, thoughtful, and responsive under pressure
- Flexible and able to adjust hours and time zones while the family is traveling
- Comfortable in a relaxed but high-standard family environment that values professionalism and discretion
- Must be able to provide a minimum of three employment references and be willing to undergo a detailed background check
Compensation and Benefits
- $120,000 per year | DOE
- Paid vacation
- Paid sick days
- Paid healthcare – employee only
- Discretionary year-end bonus
Salary : $120,000